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Privacy Policy

Privacy Policy 2018 (General Data Protection Regulations)

Your privacy is important to us which is why we will always respect your data and never sell it on to third parties. Tenant Link is committed to keeping your data safe and secure and only used when required. This policy explains how we use any personal information collected from you and why we must keep certain data on file.

Equity Property Services LTD T/A Tenant Link, A company registered in England and Wales with company number 03758837 whose registered office is located at 19 London Road, Southampton, SO15 2AE. VAT Reg no 736995180

What information do we collect and why?

Here at Tenant Link we collect information about you when you register your details with us or use any of our services. We also collect information when you voluntarily complete customer surveys, send property enquiries through external portals and provide feedback. Whilst completing the information, website usage information is collected using cookies.

When you contact Tenant Link, we are required to takes the following information from you so that we can offer you the correct services that you require:

  • Full name
  • Telephone numbers
  • Email address
  • Postal address (Occasionally)
  • Date of birth
  • Next of kin details
  • Bank accounts and identification documents

Once details have been obtained, we will keep them secure and only use the details when required. You may be contacted occasionally by post, email or telephone offering you services and property details that may be of interest to you.

How your details are stored?

All personal data is stored securely in accordance with the General Data Protection Regulations (GDPR). We keep your details on our secure database and your information is confidential. All employees who have access to your information have signed a Data Protection policy document and are regularly trained on the importance of the GDPR.

How long do we keep your details?

Personal data will be kept on our secure system for as long as necessary for the purpose of processing. Your details could be kept from 12 months and for up to 7 years after a tenancy agreement ends.

How are details processed from property portals such as Rightmove, Zoopla and various property websites?

When you register your details with any property portals, your details may be passed to us as a potential Landlord or Tenant. Once in receipt of your details, they will be held on our database until we speak to you and until you instruct us to remove your details.

Please be advised that our privacy policy only applies to Equity Property Services LTD T/A Tenant Link. When you link with other websites such as the above, you should read their own privacy policies.

Third parties

Sometimes we may pass your information on to third parties who provide services to us such. When we do this it is on the understanding that they care for your information as carefully as we do, keep it confidential and use it only for the agreed purposes in line with the GDPR.

Recording phone calls

To help us train our staff to provide a high quality of service, to ensure that we have completed what you have requested from us and resolve any queries or issues, we record and monitor all phone calls with you. We also monitor phone calls for regulatory purposes and to help detect, prevent fraud and other crimes.


When you use our website, we collect information about the device that you are using or we may ask third parties to do this for us. As websites use cookies, please see our policy relating below:

Equity Property Services LTD is the sole owner of the information collected via our website and also any information you provide in relation to an enquiry when you speak to or communicate with one of our employees. We may use your data together with that of other users and this may be aggregated to build statistical and analytical tables. At no time will your data be individually identifiable in such tables.

If you no longer wish to be contacted for marketing purposes, please contact us by email at or telephone on 02380 366555

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